department of procurement and contract compliance rfp r26602 community...requirements as set forth...

Department of Procurement and Contract Compliance

REQUEST FOR PROPOSAL

RFP R26602 For

“Community Health Assessment for Wyandotte County”

Unified Government WYCO/KCK RFP #R26602, Community Health Assessment for Wyandotte County

Article I. General Information ......................................................................................................... 4 Section 1.01 Method of Source Selection ........................................................................................... 4 Section 1.02 Purpose ........................................................................................................................... 4 Section 1.03 Existing Environment ..................................................................................................... 4 Section 1.04 Required Review ............................................................................................................ 4 Section 1.05 Protests and Appeals ...................................................................................................... 4 Section 1.06 Inquiries - Clarifications ................................................................................................. 5 Section 1.07 Amendments & Addendums .......................................................................................... 5 Section 1.08 Alternate Proposals ......................................................................................................... 5 Section 1.09 Implied Requirements .................................................................................................... 5 Section 1.10 Project Timetable & Contract Term ............................................................................... 5 Section 1.11 Proposals and Presentation Costs ................................................................................... 6 Section 1.12 Disclosure of Proposal Contents .................................................................................... 6 Section 1.13 Cooperative Procurement ............................................................................................... 6 Section 1.14 Independent Contractor Relation .................................................................................... 6 Section 1.15 Determination of Responsibility .................................................................................... 7 Section 1.16 Evaluation ....................................................................................................................... 7 Section 1.17 Equal Treatment ............................................................................................................. 7 Section 1.18 Award ............................................................................................................................. 7 Section 1.19 Notification of Award .................................................................................................... 7 Section 1.20 Right to Reject Proposals ............................................................................................... 8 Section 1.21 Mistakes in Proposals Discovered Prior to Award ......................................................... 9 Section 1.22 Mistakes in Proposals Discovered after Award ............................................................. 9 Section 1.23 Ownership of Reports, Drawings, Specifications, etc. ................................................... 9

Article II. Standard Proposal Information ..................................................................................... 10 Section 2.01 Authorized Signature .................................................................................................... 10 Section 2.02 Supplemental Terms and Conditions ........................................................................... 10 Section 2.03 Discussions with Offerors ............................................................................................ 10 Section 2.04 Evaluation of Proposals ................................................................................................ 10 Section 2.05 Contract Negotiations ................................................................................................... 11 Section 2.06 Failure to Negotiate ...................................................................................................... 11

Article III. Standard Contract Information ...................................................................................... 12 Section 3.01 Contract Approval ........................................................................................................ 12 Section 3.02 Proposal as a Part of the Contract ................................................................................ 12 Section 3.03 Additional Terms and Conditions ................................................................................ 12 Section 3.04 Insurance Requirements ............................................................................................... 12 Section 3.05 Proposed Payment Procedures ..................................................................................... 14 Section 3.06 Proposed Payment Option ............................................................................................ 14 Section 3.07 Informal Debriefing ...................................................................................................... 14 Section 3.08 Contract Personnel ....................................................................................................... 14 Section 3.09 Contract Changes - Unanticipated Amendments ......................................................... 14

Article IV. Required Contractual Terms and Conditions ............................................................... 16 Section 4.01 Agreement with Kansas Law ....................................................................................... 16 Section 4.02 Kansas Cash Basis Law ................................................................................................ 16 Section 4.03 Payment of Taxes ......................................................................................................... 16 Section 4.04 Proposed Payment Option ............................................................................................ 16

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Section 4.05 Disclaimer of Liability ................................................................................................. 16 Section 4.06 Anti-Discrimination Requirements .............................................................................. 16 Section 4.07 Termination for Default ................................................................................................ 17 Section 4.08 Termination for Convenience ....................................................................................... 19 Section 4.09 Disputes ........................................................................................................................ 19 Section 4.10 Representations ............................................................................................................ 20 Section 4.11 Ownership of Materials ................................................................................................ 20 Section 4.12 Availability of Records and Audit ................................................................................ 20 Section 4.13 Assignment ................................................................................................................... 20 Section 4.14 No Limit of Liability .................................................................................................... 21 Section 4.15 Indemnification ............................................................................................................ 21

Article V. Background Information ................................................................................................ 22 Section 5.01 Background Information .............................................................................................. 22

Article VI. Project Scope ................................................................................................................. 23 Section 6.01 Scope of Work .............................................................................................................. 23 Section 6.02 Deliverables .................................................................................................................. 24 Section 6.03 Work Schedule ............................................................................................................. 25

Article VII. Proposal Format ............................................................................................................. 26 Section 7.01 Proposal Format and Content ....................................................................................... 27 Section 7.02 Electronic Filing Requirements .................................................................................... 27 Section 7.03 Introduction .................................................................................................................. 27 Section 7.04 Understanding of the Project ........................................................................................ 27 Section 7.05 Methodology Used for the Project ............................................................................... 27 Section 7.06 Management Plan for the Project ................................................................................. 27 Section 7.07 Experience and Qualifications ...................................................................................... 28 Section 7.08 Cost Proposal ................................................................................................................ 28

Article VIII. Evaluation and Selection ............................................................................................... 29 Section 8.01 Selection Criteria .......................................................................................................... 29

(a) Understanding of the Project 20% ........................................................................................ 29 (b) Methodology Used for the Project 20% .................................................................................. 29 (c) Management Plan for the Project 20% .............................................................................. 29 (d) Experience and Qualifications 20% ................................................................................... 30 (e) Contract Cost 20% ................................................................................................................... 31

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Article I. General Information

Section 1.01 Method of Source Selection Section 29-154 of the Unified Government of Wyandotte County / Kansas City, Kansas Procurement Code and Regulations allows for the use of Competitive Sealed Proposals when it is determined in writing that Competitive Sealed Bidding is either not practicable or not advantageous to the Unified Government.

Section 1.02 Purpose The Unified Government of Wyandotte County/Kansas City, Kansas, Department of Public Health is accepting competitive proposals from qualified individuals, firms, partnerships and corporations for the purpose of a Community Health Assessment (CHA) for Wyandotte County, Kansas Vendors providing such services must meet the requirements, as specified herein. Solicitations from qualified minority, and women owned businesses, firms and individuals are encouraged by the Unified Government of Wyandotte County/Kansas City, Kansas. This encouragement does not infer preference and all solicitations will be evaluated equally.

Section 1.03 Existing Environment The Unified Government of Wyandotte County/Kansas City, Kansas is a consolidated city/county government serving all of the citizens of the City of Kansas City, Kansas, and Wyandotte County. The City of Kansas City, Kansas is located entirely in Wyandotte County and, along with ten other Kansas and Missouri counties, makes up the Metropolitan Kansas City Region with a population of approximately 1.6 million. The Cities of Kansas City, Kansas and Kansas City, Missouri are separated by the Kansas-Missouri border and are independent of one another in all aspects.

Section 1.04 Required Review Offerors should carefully review this solicitation for defects and questionable or objectionable matter. Comments concerning defects and objectionable material must be made in writing and received by the procurement officer at least ten days before the proposal opening. This will allow issuance of any necessary amendments. It will also help prevent the opening of a defective solicitation and exposure of offeror's proposals upon which award could not be made. Protests based on any omission or error, or on the content of the solicitation, will be disallowed if these faults have not been brought to the attention of the contracting officer, in writing, at least ten days before the time set for opening.

Section 1.05 Protests and Appeals Any protest or appeal of the award of the Agreement must be in writing and received by the Director of Purchasing within seven (7) days of the County Administrator’s decision. The written communication must list the specific areas of protest and suggested remedy. The decision of the Purchasing Director on any protest or appeal shall be final.

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Section 1.06 Inquiries - Clarifications Any questions regarding the Request for Proposal shall be directed in writing to the attention of the buyer via fax or email, to the Office of Procurement and Contract Compliance ATTN: Kelly P. Regan Fax: 913-573-5444 or [email protected]; Room 649, 701 North 7th Street, Kansas City, Kansas 66101. All questions must be received no later than the date established in the project timetable. Telephone conversations must be confirmed in writing by the interested party. Two types of questions generally arise. One may be answered by directing the questioner to a specific section of the RFP. These questions may be answered over the telephone. Other questions may be more complex and may require a written amendment to the RFP. The procurement officer will determine the appropriate method to be used.

Section 1.07 Amendments & Addendums Amendments and addendums will be made by addendum issued only to vendors known to have the Request for Proposal.

Section 1.08 Alternate Proposals Deviations from the requirements and specifications are permitted but must be noted separately explaining the nature of the deviation. When listing deviations, refer to the specific provision(s) to which the deviation pertains. Unless a deviation is expressly stated, the proposal shall be evaluated as if it meets ALL specifications, and the company submitting the proposal shall be required to perform all services as required by the specifications

Section 1.09 Implied Requirements By submission of the proposal, the Offeror certifies all services proposed meet or exceed all requirements as set forth in the Request for Proposals, unless the proposal specifically states otherwise. Any products and services that are not specifically addressed in the RFP but which are necessary to provide functional capabilities proposed by the offeror must be included in the proposal.

Section 1.10 Project Timetable & Contract Term The project timetable set out herein represents the Unified Government’s best estimate of the schedule that will be followed. If a component of the schedule, such as the opening date, is delayed, the rest of the schedule may be shifted by the same number of days. Issue RFP: July 20, 2016 Last day for Questions: 5:00 PM August 5, 2016 Response to Questions: August 11, 2016 Proposals Due: 2:00 PM August 18, 2016 Proposal Evaluation Committee completes evaluation: August 2016 Notice of Award: August 2016 Contract Start TBD Contract Complete TBD

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The length of the contract will be from the date of award and continue until all work is completed.

Section 1.11 Proposals and Presentation Costs The Unified Government of Wyandotte County/Kansas City, Kansas will not be liable in any way for any costs incurred by the offeror in the preparation of their proposal in response to the RFP nor for the presentation of their proposal and/or participation in any discussions or negotiations.

Section 1.12 Disclosure of Proposal Contents All proposals and other material submitted become the property of the Unified Government and may be returned only at the UG’s option. Kansas Open Records Act requires public records to be open to reasonable inspection. All proposal information, including detailed price and cost information, will be held in confidence during the evaluation process and prior to the time a Notice of Award is issued. Thereafter, proposals will become public information. Trade secrets and other proprietary data contained in proposals may be held confidential if the offeror requests, in writing, that the procurement officer does so, and if the procurement officer agrees, in writing, to do so. Material considered confidential by the offeror must be clearly identified and the offeror must include a brief statement that sets out the reasons for confidentiality.

Section 1.13 Cooperative Procurement If the contractor has indicated agreement to participate in the Cooperative Procurement Program, the contractor shall provide equipment, supplies, and/or services as described herein under the terms and conditions, requirements and specifications of the contract, including prices, to other government entities. The contractor shall further understand and agree that participation by other governmental entities is discretionary on the part of that governmental entity and the Unified Government bears no financial responsibility for any payments due the contractor by such governmental entities.

Section 1.14 Independent Contractor Relation Nothing in this Agreement shall be construed to create a relationship of employer and employee or principal and agent or any other relationship other than that of independent parties contracting with each other solely for the purpose of carrying out the provisions of this Agreement. Nothing in this Agreement shall create any right or remedies in any third party. The Agreement to be entered into is not intended to be, and will not constitute or otherwise recognize a joint venture, partnership agreement or relationship, or formal business organization or association of any kind between the parties; and, the rights and obligations of the parties shall be only those expressly set forth in the Agreement. The parties will agree that no persons supplied by the Contractor in performance of the contract are employees of the Unified Government and further agree that no right of the Unified Government's civil service, retirement, or personnel rules accrue to such persons. The Contractor shall have the total responsibility for all salaries, wages, workers' compensation insurance, unemployment compensation, bonuses, retirement, withholdings, other benefits, and all taxes and

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premiums appurtenant thereto concerning such persons and shall hold the Unified Government harmless with respect thereto.

Section 1.15 Determination of Responsibility Per § 29-198 (Duty Concerning Responsibility), before awarding a contract the Procurement Officer must be satisfied that the prospective contractor is responsible. All offerors shall supply information as requested by the Procurement Officer concerning the responsibility of such offeror. The determination of responsibility shall be governed by Section 29-198 of the Unified Governments Procurement Code and Regulations. The contract file shall contain the basis on which the award is made.

Section 1.16 Evaluation The selection committee shall evaluate all proposals submitted and shall classify proposals as: acceptable, potentially acceptable (that is reasonably susceptible of being made acceptable), or unacceptable. Vendors whose proposals are unacceptable shall be notified promptly. More detailed evaluation information will be found in section 8 of this RFP.

Section 1.17 Equal Treatment Offerors will be accorded fair and equal treatment with respect to any opportunity for discussions and revisions of proposals. The Procurement Officer will establish procedures and schedules for conducting discussions. If during discussions there is a need for any substantial clarification of or change in the Request for Proposals, the Request shall be amended to incorporate such clarification or change. Auction techniques (revealing one offeror's price to another) and disclosure of any information derived from competing proposals are prohibited.

Section 1.18 Award The contract shall be awarded in whole or in part to the responsible offeror whose proposal is determined to be the most advantageous to the Unified Government taking into consideration all the evaluation factors set forth in the Request for Proposals. No other factors or criteria shall be used in the evaluation. The County Administrator retains the sole and complete discretion to select the successful proposer based upon the evaluation of the selection committee’s recommendation. The decision of the County Administrator will be final unless an appeal is filed as described in the protest section.

Section 1.19 Notification of Award Written notice of award shall be sent to the successful Offeror. The successful Offeror shall, within ten (10) days from the date of receipt of the notice of award, perform the following:

• Submit a performance bond, if required, in the total amount of one hundred percent (100%) of the proposal amount (Bond form format will be provided by the Unified Government)

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• If the Offeror is not a resident of the State of Kansas, submit an executed Appointment of

Process Agent Form or a Foreign Corporation form (Form will be provided by the Unified Government).

• Submit a certificate of insurance evidencing insurance as required by the Request for Proposal.

• Ensure that all occupation taxes and fees are paid in full. Offerors are hereby directed to contact

the Unified Government of Wyandotte County/Kansas City, Kansas License Division at (913) 573-8780 for information regarding Licensing and Occupational Taxes.

• The Contractor will be required to come into compliance with chapter 11 of the Procurement

Code and Regulations regarding Affirmative Action and Equal Employment Opportunity as required by Sections 18-86 and 18-87 of the Code of Ordinance of the Unified Government of Wyandotte County / Kansas City, Kansas.

Contact the Contract Compliance Division located on the 6th Floor of the Municipal Office Building, 701 N. 7th Street, Kansas City, Kansas 66101, Room 628 or call (913) 573-5098 for information regarding compliance requirements.”

• The Unified Government may, at its option, declare the Offeror in default if the Offeror fails to perform all of the above-enumerated conditions, in which case the proposal security shall become the property of the Unified Government.

• All bonds required by this proposal must contain terms and conditions approved by the Unified

Government and shall be executed by a surety company authorized to do business in the State of Kansas.

• The Unified Government of Wyandotte County/Kansas City, KS, Johnson County KS, City of Kansas City MO, and Jackson County MO, (collectively the “Local Governments”), have agreed to cooperate with each other to ensure that tax funded contracts are performed by Contractors in compliance with the Tax Laws of the Local Governments. Contactor agrees that the Contractor shall be in compliance with the respective Tax Laws of the Local Governments throughout the term of this contract and any contract renewals and that proof of Contractor’s compliance with the Tax Laws of the Local Governments shall be a condition of award. All Contractors entering into a contract and all subsequent renewals with the Unified Government of Wyandotte County in the amount of $20,000.00 or more must obtain a Tax Clearance Certification. The Tax Clearance Certification must be signed by an authorized official from all four (4) of the “Local Governments” and submitted to the Unified Government Procurement and Contract Compliance Department. The Tax Clearance Certification shall be valid for a period of one year from the date of issuance and shall not be dated more than sixty (60) days prior to any notice of intent to contract by the County. (Form will be provided by the Unified Government).

Section 1.20 Right to Reject Proposals The Unified Government reserves the right without contest to accept or reject any proposal. Offerors must comply with all of the terms of the RFP, the Unified Government Procurement Code, and all applicable local, State, and federal laws, codes, and regulations. The procurement officer may reject any proposal that does not comply with all of the material and substantial terms, conditions, and

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performance requirements of the RFP. Offerors may not restrict the rights of the Unified Government or qualify their proposal. If an offeror does so, the procurement officer may determine the proposal to be a non-responsive counter-offer and the proposal may be rejected. Minor informalities may be waived by the procurement officer if determined that they: • do not affect responsiveness, • are merely a matter of form or format, • do not change the relative standing or otherwise prejudice other offers, • do not change the meaning or scope of the RFP, • are trivial, negligible, or immaterial in nature, • do not reflect a material change in the work; or, • do not constitute a substantial reservation against a requirement or provision, If no offerors meet all the mandatory requirements of the Request for Proposals, or if sufficient funds are not available, or if other extenuating circumstances prevail, the Unified Government may choose to make no award and to submit a revised Request for Proposals to offerors at a later date, or may choose to negotiate with those submitting proposals.

Section 1.21 Mistakes in Proposals Discovered Prior to Award At any time prior to the specified date and time for submission, an offeror may withdraw or modify a proposal in accordance with Section R3-103.10 of the Unified Government's Procurement Code Regulations. Any proposal modification must be in writing, executed by an authorized person, and submitted prior to the proposal submission date. The Unified Government will deal with mistakes in proposals according to Section R3-103.15 of the Unified Government's Procurement Code Regulations.

Section 1.22 Mistakes in Proposals Discovered after Award The Unified Government will deal with mistakes in proposals according to Section R3-103.15 of the Unified Government's Procurement Code Regulations.

Section 1.23 Ownership of Reports, Drawings, Specifications, etc. All reports, drawings, designs, specifications, notebooks, tracings, photographs, negatives, finding, recommendations, data and memoranda of every description relating to the services described herein and in completion thereof, shall be the property of the City.

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Article II. Standard Proposal Information

Section 2.01 Authorized Signature All proposals must be signed by an individual authorized to bind the offeror to the provisions of the RFP. Proposals must remain open and valid for at least ninety (90) days from the opening date.

Section 2.02 Supplemental Terms and Conditions Proposals including supplemental terms and conditions will be accepted, but supplemental conditions that conflict with those contained in this RFP or that diminish the Unified Government's rights under any contract resulting from the RFP will be considered null and void. The Unified Government is not responsible for identifying conflicting supplemental terms and conditions before issuing a contract award. After award of contract:

[a] if conflict arises between a supplemental term or condition included in the proposal and a term or condition of the RFP, the term or condition of the RFP will prevail; and

[b] if the Unified Government's rights would be diminished as a result of application of a

supplemental term or condition included in the proposal, the supplemental term or condition will be considered null and void.

Section 2.03 Discussions with Offerors The Unified Government may conduct discussions with offerors for the purpose of clarification. The purpose of these discussions will be to ensure full understanding of the requirements of the RFP and proposal. Discussions will be limited to specific sections of the RFP identified by the procurement officer. Discussions may only be held with offerors who have submitted a proposal deemed reasonably susceptible for award by the procurement officer. Discussions, if held, will be after initial evaluation of proposals by the evaluation committee. If modifications are made as a result of these discussions they will be put in writing. Following discussions, the procurement officer may set a time for best and final proposal submissions from those offerors with whom discussions were held. Proposals may be reevaluated after receipt of best and final proposal submissions. Reevaluation will be limited to the specific sections of the RFP opened to discussion by the procurement officer. Offerors with a disability needing accommodation should contact the procurement officer prior to the date set for discussions so that reasonable accommodation can be made.

Section 2.04 Evaluation of Proposals The procurement officer, or an evaluation committee made up of the procurement officer and at least two Unified Government employees, will evaluate proposals. The evaluation will be based solely on the evaluation factors set out in section eight of this RFP.

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Section 2.05 Contract Negotiations After completion of the evaluation, including any discussions held with offerors during the evaluation, the Unified Government may elect to initiate contract negotiations. The option of whether or not to initiate contract negotiations rests solely with the Unified Government. If the Unified Government elects to initiate contract negotiations, these negotiations cannot involve changes in the Unified Government's requirements or the contractor's proposal which would, by their nature, affect the basis of the source selection and the competition previously conducted. The offeror will be responsible for all travel and per diem expenses related to contract negotiations.

Section 2.06 Failure to Negotiate If the selected contractor

• fails to provide the information required to begin negotiations in a timely manner; or • fails to negotiate in good faith; or • indicates they cannot perform the contract within the budgeted funds available for the project; or • the contractor and the Unified Government, after a good faith effort, simply cannot come to

terms, the Unified Government may terminate negotiations with the contractor initially selected and commence negotiations with the next highest ranked offeror.

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Article III. Standard Contract Information This contract is a Firm Fixed Price contract.

Section 3.01 Contract Approval This RFP does not, by itself, obligate the Unified Government. The Unified Government's obligation will commence when the contract is approved by the Unified Government County Administrator, the Administrator’s designate, or the procurement officer. Upon written notice to the contractor, the Unified Government may set a different starting date for the contract. The Unified Government will not be responsible for any work done by the contractor, even work done in good faith, if it occurs prior to the contract start date set by the Unified Government.

Section 3.02 Proposal as a Part of the Contract Part or all of this RFP and the successful proposal may be incorporated into the contract.

Section 3.03 Additional Terms and Conditions The Unified Government reserves the right to add terms and conditions during contract negotiations. These terms and conditions will be within the scope of the RFP and will not affect the proposal evaluations.

Section 3.04 Insurance Requirements The successful offeror must provide proof of workers' compensation insurance prior to contract approval. The successful offeror must secure the insurance coverage required by the Unified Government. The coverage must be satisfactory to the Division of Risk Management. An offeror's failure to provide evidence of such insurance coverage is a material breach and grounds for withdrawal of the award or termination of the contract. Throughout the term of the Agreement, Contractor shall meet or exceed the following requirements: 1. Prior to the time the Contractor is entitled to commence any part of the project, work or services

under the Agreement ultimately awarded, Contractor shall procure pay for and maintain the minimum insurance coverage and limits as provided for in this RFP. Said insurance shall be evidenced by delivery to Unified Government of (a) certificates of insurance executed by financially stable insurance carrier(s) acceptable to the Unified Government and licensed or permitted to write insurance by the Kansas Insurance Commission listing coverage and limits, expiration dates and terms of policies, and listing all carriers issuing or reinsuring said policies; and (b) a certified copy of each policy, including all endorsements. Insurance requirements shall remain in effect throughout the term covered in the Agreement and any extensions.

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(a) Commercial general liability insurance, including but not limited to, contractual, independent Contractor, premises, operations, products, completed operations, personal injury, and advertising injury with limits of not less than $1,000,000 per occurrence, combined single limit bodily injury (including death) and property; and $2,000,000 annual aggregate. Coverage shall be on "an occurrence basis", and the policy shall include broad form property damage coverage and fire legal liability of not less than $50,000 per occurrence, unless otherwise stated by exception herein.

(b) Professional medical malpractice insurance (ambulance attendant’s malpractice)

including errors and omissions with minimum limits of $1,000,000 per occurrence and $2,000,000 annual aggregate.

(c) Worker's compensation coverage to statutory limits as required by law; employer’s

liability insurance of not less than $1,000,000 bodily injury by incident; $1,000,000 bodily injury by disease for each employee; and $1,000,000 bodily injury by disease.

(d) Comprehensive automobile liability covering all vehicles used under the Agreement for

owned, hired, and non-owned vehicles with minimum limits of $1,000,000 combined single limit for bodily injury (including death), per occurrence, and property damage of not less than $1,000,000 per occurrence. Coverage shall include coverage for loading and unloading hazards unless covered under the general liability or professional liability above. Contractor shall provide the primary, coverage regardless of actual vehicle ownership.

(e) Personal injury protection (PIP) or medical payment coverage at a per person limit of not

less than $100,000, shall be provided.

(f) Automobile physical damage insurance coveting all leased vehicles used under the Agreement for comprehensive and collision.

(g) Uninsured and underinsured motorist coverage of at least $250,000 shall be provided.

(h) "Umbrella" Coverage in the amount of at least $5,000,000 shall be provided as

additional coverage to all underlying liability policies. This policy may be written as a "Form Following Excess" policy.

2. Endorsements required-- Each insurance policy shall include the following conditions by

endorsement to the policy:

(a) Each policy shall require that sixty (60) days prior to its expiration, cancellation, Non-renewal or any material change in coverage or limits, a notice thereof shall be sent to the Unified Government at its address of record by the insurer. Contractor shall also notify Unified Government in a like manner within twenty-four (24) hours after receipt, of any notices of expiration, cancellation, Non-renewal or material change in coverage received by the Contractor from its insurer; and nothing shall absolve Contractor of this requirement to provide notice.

(b) Companies issuing the insurance shall have no claims against the Unified Government

for payment of premiums or assessments or deductibles which are the sole responsibility and risk of the Contractor.

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(c) All such policies shall name the Unified Government as additionally named insured’s.

3. All insurance shall be maintained with companies:

(a) Holding a "general policy holders rating" of "A;X" or better, as set forth in the most current issue of "Best Insurance Guide," the successful rating to "A;X" or comparable rating from reputable rating organizations;

(b) Licensed or permitted to operate in the State of Kansas; and

(c) In good standing with the Kansas Insurance Commission or similar agency.

Section 3.05 Proposed Payment Procedures The Unified Government will make payments based on a negotiated payment schedule. Each billing must consist of an invoice and progress report. No payment will be made until the progress report and invoice have been approved by the project director.

Section 3.06 Proposed Payment Option A Virtual Payment Option is now available. If you would like to learn more contact, Lonia Green, Accounts Payable, 913-573-5138

Section 3.07 Informal Debriefing When the contract is completed, an informal debriefing may be performed at the discretion of the project director. If performed, the scope of the debriefing will be limited to the work performed by the contractor.

Section 3.08 Contract Personnel Any change of the project team members named in the proposal must be approved, in advance and in writing, by the project director. Personnel changes that are not approved by the Unified Government may be grounds for the Unified Government to terminate the contract.

Section 3.09 Contract Changes - Unanticipated Amendments During the course of this contract, the contractor may be required to perform additional work. That work will be within the general scope of the initial contract. When additional work is required, the project director will provide the contractor a written description of the additional work and request the contractor to submit a firm time schedule for accomplishing the additional work and a firm price for the additional work. Cost and pricing data must be provided to justify the cost of such amendments Unified Government Procurement Code Regulation R7-101.

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The contractor will not commence additional work until the project director has secured any required Unified Government approvals necessary for the amendment and issued a written contract amendment, approved by the County Administrator.

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Article IV. Required Contractual Terms and Conditions The following terms and conditions must be agreed to by the successful Offeror and are hereby made a part of the contract entered into between the Unified Government and the successful Offeror, unless specifically modified in writing:

Section 4.01 Agreement with Kansas Law This agreement is subject to and shall be governed by, and shall be construed according to the laws of the State of Kansas

Section 4.02 Kansas Cash Basis Law This Agreement is subject to the Kansas Cash Basis Law, K.S.A. 10-1101. Any automatic renewal of the terms of the Agreement shall create no legal obligation on the part of the Unified Government. The Unified Government is obligated only to pay periodic payments or monthly installments under the Agreement as may lawfully be made from (a) funds budgeted and appropriated for that purpose during the Unified Government's current budget year or (b) funds made available from any lawfully operated revenue producing source.

Section 4.03 Payment of Taxes The Unified Government shall not be responsible for, nor indemnify the Contractor for any federal, state, or local taxes which may be imposed or levied upon the subject matter of this Agreement. The Contractor shall pay the Unified Government occupation tax prior to execution of the Agreement.

Section 4.04 Proposed Payment Option A Virtual Payment Option is now available. If you would like to learn contact, Debbie Tipton, Accounts Payable, 913-573-5256

Section 4.05 Disclaimer of Liability The Unified Government shall not hold harmless or indemnify the Contractor for any liability whatsoever.

Section 4.06 Anti-Discrimination Requirements During the performance of this Agreement, the Contractor agrees as follows: The Contractor will not discriminate against any employee or applicant for employment because of race, religion, color, sex, disability, age, national origin, or ancestry. The Contractor will take affirmative action to ensure that applicants are employed, and that employees are treated during employment, without regard to their race, religion, color, sex, disability, age, national origin or ancestry. Such action shall include, but not be limited to, the following: Employment, upgrading, demotion, or transfer; the recruitment or recruitment advertising; layoff or termination; rates of pay or other forms of

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compensation; and, selection for training, including apprenticeship. The Contractor agrees to post in conspicuous places, available to employees and applicants for employment, notices to be provided by the Unified Government, setting forth the provisions of this nondiscrimination clause. The Contractor will, in all solicitations or advertisements for employees placed by or on behalf of the Contractor; state that all qualified applicants will receive consideration for employment without regard to race, religion, color, sex, disability, age, national origin, or ancestry. The Contractor will cause the foregoing provisions to be inserted in all subcontracts for any work covered by this Agreement so that such provisions shall apply to contracts or subcontracts for standard commercial supplies or raw materials. The Contractor shall assure that it and all subcontractors will implement the certificate of compliance in connection with this Agreement. If the Contractor shall fail, refuse, or neglect to comply with the terms of these contractual conditions, such failure shall be deemed a total breach of the contract and such Agreement may be terminated, canceled, or suspended, in whole or in part, and the Contractor may be declared ineligible for any further Unified Government contracts for a period of up to one year. Provided that if an Agreement is terminated, canceled, or suspended for failure to comply with this section, the Contractor shall have no claims for damages against the Unified Government on account of such termination, cancellation, or suspension or declaration of ineligibility. The Contractor shall assure that it is in compliance with and shall maintain sufficient records to document that, under all aspects of this Agreement, it has acted in a manner which is in full compliance with all applicable sections of the Equal Employment Section of this Agreement, and the following, as applicable: Title Vl of the Civil Rights Act of 1964 (as amended) (42 USCS '2000d et seq.); Title VII of the Civil Rights Act of 1964 (42 USCS '2000e et seq.); Title VIII of the Civil Rights Act of 1968 (42 USCS '3601 et seq.); the Americans with Disabilities Act of 1990, 42 U.S.C. '12101, and amendments thereto; the Kansas Act Against Discrimination, K.S.A. '44-1001 through 1004 (1992 Supp.) and amendments thereto; Chapter 11 of the Procurement Code and Regulations of the Unified Government of Wyandotte County/Kansas City, Kansas, and amendments thereto; and, '18-86 and 87 of the 1988 Code of Ordinances of the Unified Government of Wyandotte County/Kansas City, Kansas, and amendments thereto. Such records shall at all times remain open to inspection by an individual designated by the Unified Government for such purpose. The Contractor and the Unified Government, in carrying out this Agreement, shall also comply with all other applicable existing federal, state and local laws relative to equal opportunity and nondiscrimination, all of which are incorporated by reference and made a part of this Agreement. The Contractor will be required to conform to Equal Employment Opportunity and Affirmative Action requirements prior to the execution of this Contract.

Section 4.07 Termination for Default If the Contractor refuses or fails to perform any of the provisions of this Agreement with such diligence as will ensure its completion within the time specified in this Agreement, or any extension thereof, or commits any other substantial breach of this Agreement, the Procurement Officer may notify the Contractor in writing of the delay or nonperformance and, if not cured in ten days or any longer time specified in writing by the Procurement Officer, such officer may terminate the Contractor's rights to

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proceed with the Agreement or such part of the Agreement as to which there has been delay or a failure to properly perform. The Unified Government shall pay the Contractor the costs and expenses and reasonable profit for services performed by the Contractor prior to receipt of the notice of termination; however, the Unified Government may withhold from amounts due the Contractor such sums as the Procurement Officer deems to be necessary to protect the Unified Government against toss caused by the Contractor because of the default. Except with respect to defaults of subcontractors, the Contractor shall not be in default by reason of any failure in performance of this Agreement in accordance with its terms if the Contractor has notified the Procurement Officer within 15 days of the cause of the delay and the failure arises out of causes such as acts of God, acts of the public enemy, act of the Unified Government and any other governmental entity in its sovereign or contractual capacity, fires, floods, epidemics, quarantine restrictions, strikes, or other labor disputes. If the failure to perform is caused by the failure of a subcontractor to perform or to make progress, and if such failure arises out of causes similar to those set forth above, the Contractor shall not be deemed to be in default, unless the services to be furnished by the subcontractor were reasonably obtainable from other sources in sufficient time to permit the Contractor to meet the contract requirements Upon request of the Contractor, the Procurement Officer shall ascertain the facts and extent of such failure, and, if such officer determines that any failure to perform was occasioned by any one or more of the excusable causes, and that, but for the excusable cause, the Contractor's progress and performance would have met the terms of the Agreement, the time for completion of the Agreement shall be revised accordingly. If, after notice of termination of the Contractor's right to proceed under the provisions of this clause, it is determined for any reason that the Contractor was not in default under the provisions of this clause, and both the Unified Government and the Contractor agree, the rights and obligations of the parties shall be the same as if the notice of termination had not been issued. The following acts committed by the Contractor will constitute a substantial breach of the Agreement and may result in termination of the Agreement:

• If the Contractor is adjudged bankrupt or insolvent;

• If the Contractor makes a general assignment for the benefit of his creditors;

• If a trustee or receiver is appointed for the Contractor or any of his property; • If the Contractor files a petition to take advantage of any debtor's act or to reorganize under

bankruptcy or applicable laws; • If the Contractor repeatedly fails to supply sufficient services; • If the Contractor disregards the authority of the Procurement Officer; • Acts other than those specified may constitute substantial breach of this Agreement.

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Section 4.08 Termination for Convenience The Procurement Officer may, when the interests of the Unified Government so require, terminate this contract in whole or in part, for the convenience of the Unified Government. The Procurement Officer shall give written notice of the termination to the Contractor specifying the part of the contract terminated and when termination becomes effective. The Contractor shall incur no further obligations in connection with the terminated work and on the date set in the notice of termination the Contractor will stop work to the extent specified. The Procurement Officer shall pay the Contractor the following amounts: All costs and expenses incurred by the Contractor for work accepted by the Unified Government prior to the Contractor's receipt of the notice of termination, plus a reasonable profit for said work. All costs and expenses incurred by the Contractor for work not yet accepted by the Unified Government but performed by the Contractor prior to receipt of the notice of termination, plus a reasonable profit for said work. Anticipatory profit for work and services not performed by the Contractor shall not be allowed.

Section 4.09 Disputes All controversies between the Unified Government and the Contractor which arise under, or are by virtue of, this Agreement and which are not resolved by mutual agreement, shall be decided by the Procurement Officer in writing, within 30 days after a written request by the Contractor for a final decision concerning the controversy; provided, however, that if the Procurement Officer does not issue a written decision within 30 days after written request for a final decision, or within such longer period as may be agreed upon by the parties, then the Contractor may proceed as if an adverse decision had been received. The Procurement Officer shall immediately furnish a copy of the decision to the Contractor by certified mail, return receipt requested, or by any other method that provides evidence of receipt. Any such decision shall be final and conclusive, unless fraudulent, or the Contractor brings an action seeking judicial review of the decision in the Wyandotte County District Court. The Contractor shall comply with any decision of the Procurement Officer and proceed diligently with performance of this Agreement pending final resolution by the Wyandotte County District Court of any controversy arising under, or by virtue of, this Agreement, except where there has been a material breach of the Agreement by the Unified Government; provided, however, that in any event the Contractor shall proceed diligently with the performance of the Agreement where the Purchasing Director has made a written determination that continuation of work under the contract is essential to the public health and safety Notwithstanding any language to the contrary, no interpretation shall be allowed to find the Unified Government has agreed to binding arbitration, or the payment of damages or penalties upon the occurrence of any contingency. Further, the Unified Government shall not agree to pay attorney fees and late payment charges.

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Section 4.10 Representations The Contractor makes the following representations: The price submitted is independently arrived at without collusion. It has not knowingly influenced and promises that it will not knowingly influence a Unified Government employee or former Unified Government employee to breach any of the ethical standards set forth in Article 12 of the Procurement Regulations. It has not violated, and is not violating, and promises that it will not violate the prohibition against gratuities and kickbacks set forth in R-12-106 (Gratuities and Kickbacks) of the Procurement Code. It has not retained and will not retain a person to solicit or secure a Unified Government contract upon an agreement or understanding for a commission, percentage, brokerage, or contingent fee, except for retention of bona fide employees or bona fide established commercial selling agencies for the purpose of securing business.

Section 4.11 Ownership of Materials All property rights, including publication rights, in all interim, draft, and final reports and other documentation, including machine-readable media, produced by the Contractor in connection with the work pursuant to this Agreement, shall be in the Unified Government.

Section 4.12 Availability of Records and Audit The Contractor agrees to maintain books, records, documents, and other evidence pertaining to the costs and expenses of the services provided under the Agreement (hereinafter collectively called "records") to the extent and in such detail as will properly reflect all net costs, direct and indirect, of labor, materials, equipment, supplies, and services, and other costs and expenses of whatever nature for which reimbursement is claimed under the provisions of this Agreement. The Contractor agrees to make available at the offices of the Unified Government at all times during the period set forth in the Request for Proposals any of the records for inspection, audit, or reproduction by any authorized representative of the Unified Government. Except for documentary evidence delivered to the offices of the Unified Government, the Contractor shall preserve and make available to persons designated by the Unified Government his records for a period of three years from the date of final payment under the Agreement or until all audit questions have been resolved, whichever period of time is longer.

Section 4.13 Assignment Neither the Contractor nor the Unified Government shall sell, transfer, assign, or otherwise dispose of any rights or obligations created by the Contract Documents or any portion thereof without the written consent of the other party.

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Section 4.14 No Limit of Liability Nothing in this Agreement shall be construed to limit the Offeror's liability to the Unified Government as such liability may exist by or under operation of law.

Section 4.15 Indemnification Vendor shall indemnify, defend, and hold the Unified Government of Wyandotte County/Kansas City, Kansas harmless from and against all claims, losses, damages, or costs arising from or in any way related to Vendor's breach of the foregoing warranties. This indemnification shall not be subject to any limitations of remedies or warranties which are contained in this or any other agreement and shall survive termination of this or any other agreement between the parties hereto or thereto.

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Article V. Background Information

Section 5.01 Background Information The Unified Government of Wyandotte County and Kansas City, Kansas, Public Health Department, is seeking a consultant to organize, lead, and facilitate stakeholders through a collaborative, iterative planning process leading to the development of a Community Health Assessment (CHA) that meets Public Health Accreditation Board Standards and Measures. The consultant will provide professional services that support the Health Department’s compliance with all Public Health Accreditation Board (PHAB) standards for the 2016 Community Health Assessment (CHA) process and report. These requirements, outlined in greater detail in this RFP, include 1) the collection and synthesis of secondary data using relevant national, state and local data sources; 2) the collection and analysis of primary data from required subpopulations; 3) the facilitation of a clear process to identify and prioritize significant health needs facing the community, and 4) a written CHA Report Source of Funding This project is funded through the Unified Government of Wyandotte County/Kansas City, KS Public Health Department. RFP Budget $25,000

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Article VI. Project Scope

Section 6.01 Scope of Work RFP Scope of Work In order to accomplish the stated objectives, the selected consultant will be expected to conduct and complete at a minimum the following activities:

1. Lead Health Department staff and the Community Health Assessment Steering Committee in:

a. Identifying an appropriate Community Health Assessment model b. Selecting and developing health and health-related indicators, including

appropriate quantitative and qualitative data c. Developing methodology for primary data collection, including representation of

minority populations and those who are typically underrepresented in data collection or suffer from health disparities

d. Communicating on a regular basis with community stakeholders to consider new data sources, review newly collected data, consider assets and resources that are changing and conduct additional data analysis

2. Conduct primary data collection and analyze results

3. Create a preliminary report that:

i. Identifies and describe the community’s health and areas for improvement ii. Presents data and information about factors contributing to health iii. Identifies health issues and challenges, including specific inequities and

populations at risk iv. Identifies existing local assets and resources that can be mobilized to

address the health issues 4. Share the preliminary report with stakeholders to solicit feedback and subsequently

update the preliminary report to include stakeholder concerns

5. Create a final CHA report that meets all Public Health Accreditation Board standards

6. Provide documentation of the CHA process that meets Public Health Accreditation Board standards

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Section 6.02 Deliverables About the Community Health Assessment (CHA) A Community Health Assessment (CHA) is one of the major prerequisites for Public Health Accreditation Board (PHAB) application. The CHA’s purpose is to learn about the health status of the population the health entity serves. It describes the health status, identifies areas for improvement, determines factors that contribute to health issues, and identifies assets and resources that can be mobilized to address population health improvement. It is developed through a participatory, collaborative process with various sectors of the community. The PHAB defines a CHA as “a process of collecting, analyzing, and using data to educate and mobilize communities, develop priorities, garner resources, and plan actions to improve the public’s health. It is one of the core functions of public health, which is why it’s in the accreditation standards. It involves the systematic collection and analysis of data in order to provide the health department and the community it serves with a sound basis for decision-making. It should be conducted in partnership with other organizations in the community and include collecting data on health status, health needs, community assets, resources, and other community or state determinants of health status.” The CHA must meet standards outlined by PHAB, including but not limited to:

1. Follow an accepted model of community health assessment such as Mobilizing for Action through Planning and Partnerships (MAPP).

2. Use a collaborative process to identify and collect data and information, identify health issues and specific inequities, and identify existing local assets and resources to address health issues. This collaboration must involve partners outside of the health department that represent community populations and health challenges.

3. Utilize comprehensive, broad-based data and information from a variety of sources, including qualitative and quantitative data and primary and secondary data collection.

4. Include an assessment of health care service capacity and access to health care services in Wyandotte County.

5. Communicate preliminary findings of the assessment to the community at large, seek and incorporate community input that is collected into the final report.

6. Produce a comprehensive CHA final report for wide distribution. Wyandotte County’s population is 25% African American, 27% Latino, 3% Asian, 2% American Indian and 42% White. Wyandotte County has a growing refugee population and a strong recent immigrant population in addition to a multi-decade tradition of immigrants settling in the county. In the Kansas City Kansas Public School district alone, 69 languages are spoken.

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The Community Health Assessment for Wyandotte County must be designed with a strong equity focus, engaging (in a significant way) portions of the population that experience health inequalities, and providing a thorough assessment of ethnic and racial health disparities in the county. Wyandotte County includes a large amount of mobilized and well-connected stakeholder groups, including the Healthy Communities Wyandotte Coalition. The CHA process must work with current community partnerships that have been cultivated and developed. It may also build on these relationships or others to engage additional stakeholders. In fact, several community partners already have data that has been collected for community assessment or research and many have indicated a willingness to share the raw data they have collected. This is an asset that should be utilized during the CHA process.

Section 6.03 Work Schedule Project Timeline The desired completion date for the project and final report is December 2016.

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Article VII. Proposal Format

RFP Submission Instructions Consultants’ submissions should contain the following elements:

1. A short narrative about your organization’s experience, scope, and expertise that qualifies you to facilitate this project. This should include information about your experience conducting assessment activities in areas that are diverse and low-income.

2. A general outline of the way you propose to approach this project, including: An outline of how you would engage our large population of non-English

speaking residents (including Spanish-speakers and refugee populations from several countries)

A description of team members who would contribute to the project A proposed budget for the project, including primary data collection,

community meetings, community communications strategies and any incentives for community members participating in surveys/interviews/focus groups, etc.

3. 2 examples of Community Health Assessments that you have completed (or comparable projects of a similar scope) and a copy of the final report for each.

PROPOSALS WILL NOT BE CONSIDERED UNLESS AN OFFICER AUTHORIZED TO BIND THE OFFERING COMPANY SIGNS THE SIGNATURE PAGE. ALL PROPOSALS MUST BE SEALED AND PLAINLY MARKED ON THE OUTSIDE OF EACH SEALED ENVELOPE:

Proposal – RFP “R26602, Community Health Assessment for Wyandotte County” One (1) original of your proposal and supplementary material should be submitted to:

Department of Procurement & Contract Compliance

701 North 7th Street, Suite 649 Kansas City, Kansas 66101-3064

ALL PROPOSALS MUST BE RECEIVED NO LATER THAN THE TIME LISTED IN THE RFP CALENDAR OF EVENTS. LATE PROPOSALS WILL NOT BE CONSIDERED.

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Section 7.01 Proposal Format and Content The Unified Government discourages overly lengthy and costly proposals, however, in order for the Unified Government to evaluate proposals fairly and completely, offerors should follow the format set out herein and provide all of the information requested.

Section 7.02 Electronic Filing Requirements A respondent must submit a complete copy of its response on the Unified Government’s e-procurement site which can be accessed at; https://purchasing.wycokck.org/eProcurement or one (1) copy of the complete response must be submitted on a flash drive or CD in Word Format and be included in the hard copy submittal prior to the closing date. If components of the response, such as spreadsheets, pictures, charts or diagrams require the functionality of a non-word-processing application, they must be submitted in Microsoft Excel or Microsoft PowerPoint format.

Any respondent that does not comply with these policies may be disqualified from the procurement.

Section 7.03 Introduction Proposals must include the complete name and address of their firm and the name, mailing address, and telephone number of the person the Unified Government should contact regarding the proposal. Proposals must confirm that the firm will comply with all of the provisions in this RFP, and if applicable, provide notice that the firm qualifies as a Unified Government bidder. Proposals must be signed by a company officer empowered to bind the company. An offeror's failure to include these items in their proposals may cause their proposal to be determined to be non-responsive and the proposal may be rejected.

Section 7.04 Understanding of the Project

Offerors must provide a comprehensive narrative statement that illustrates their understanding of the requirements of the project and the project schedule.

Section 7.05 Methodology Used for the Project Offerors must provide a comprehensive narrative statement that sets out the methodology they intend to employ and illustrates how their methodology will serve to accomplish the work and meet the Unified Government's project schedule.

Section 7.06 Management Plan for the Project Offerors must provide a comprehensive narrative statement that sets out the management plan they intend to follow and illustrates how their plan will serve to accomplish the work and meet the Unified Government's project schedule.

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https://purchasing.wycokck.org/eProcurement


Section 7.07 Experience and Qualifications Provide an organizational chart specific to the personnel assigned to accomplish the work called for in this RFP, illustrate the lines of authority, designate the individual responsible and accountable for the completion of each component and deliverable of the RFP. Provide a narrative description of the organization of the project team. Provide a personnel roster that identifies each person who will actually work on the contract and provide the following information about each person listed:

1. title,

2. resume,

3. location(s) where work will be performed, and

4. itemize the total cost and the number of estimated hours for each individual named above. Provide reference names and phone numbers for similar projects your firm has completed.

Section 7.08 Cost Proposal Offeror's cost proposal must include all materials, supplies, tools, equipment, labor and other services necessary for prosecution of the work as described in the Request for Proposal Documents.

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Article VIII. Evaluation and Selection

Section 8.01 Selection Criteria

(a) Understanding of the Project 20%

Proposals will be evaluated against the questions set out below.

1. How well has the offeror demonstrated a thorough understanding of the purpose and scope of the project?

2. How well has the offeror identified pertinent issues and potential problems related to

the project?

3. How well has the offeror demonstrated that it understands the deliverables the Unified Government expects it to provide?

4. How well has the offeror demonstrated that it understands the Unified Government's

time schedule and can meet it?

(b) Methodology Used for the Project 20%

Proposals will be evaluated against the questions set out below.

1. How well does the methodology depict a logical approach to fulfilling the requirements of the RFP?

2. How well does the methodology match and contribute to achieving the objectives set out

in the RFP?

3. How well does the methodology interface with the time schedule in the RFP?

(c) Management Plan for the Project 20%

Proposals will be evaluated against the questions set out below. How well does the management plan support all of the project requirements and logically lead to the deliverables required in the RFP?

1. How well is accountability completely and clearly defined?

2. Is the organization of the project team clear?

3. How well does the management plan illustrate the lines of authority and

communication?

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4. To what extent does the offeror already have the hardware, equipment, and licenses necessary to perform the contract?

5. Does it appear that the offeror can meet the schedule set out in the RFP?

6. Has the contractor offered alternate deliverables and gone beyond the minimum

tasks necessary to meet the objectives of the RFP?

7. Is the proposal practical, feasible, and within budget?

8. How well have any potential problems been identified?

9. Is the proposal submitted responsive to all material requirements in the RFP?

(d) Experience and Qualifications 20%

Proposals will be evaluated against the questions set out below. Questions regarding the personnel.

1. Do the individuals assigned to the project have experience on similar projects?

2. Are resumes complete and do they demonstrate backgrounds that would be desirable for individuals engaged in the work the project requires?

3. How extensive is the applicable education and experience of the personnel designated

to work on the project?

4. How knowledgeable are the offeror's personnel of the local area and how many individuals have worked in the area previously?

Questions regarding the firm:

1. How well has the firm demonstrated experience in completing similar projects on time and within budget?

2. How successful is the general history of the firm regarding timely and successful

completion of projects?

3. Has the firm provided letters of reference from previous clients?

4. How reasonable are the firm's cost estimates?

5. If a subcontractor will perform work on the contract, how well do they measure up to the evaluation used for the offeror?

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(e) Contract Cost 20%

Overall, a minimum of 20% of the total evaluation points will be assigned to cost. The cost amount used for evaluation may be affected by one or more of the preferences set out below.

Converting Cost to Points:

The lowest cost proposal will receive the maximum number of points allocated to cost.

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